MFHD Procedures

SWIFT

Cataloging Practices Manual	[CPM-556]

PAYMENT REFERENCE CHART

Record Maintenance Procedures

BACKGROUND

The purpose of payment references is to document the source of acquisition of particular titles for acquisitions audits or other purposes.

Links are bi-directional: Link from an item to the source of acquisition using the $ (dollar sign) convention. Link from the source of acquisition record to the title used for cataloging using the convention {see holdings ID}

Situations requiring linking include:

A firm order must be cataloged on different record because overlay is not possible. Cite the purchase order number on the cataloged record. Make a see reference to the holdings of the cataloging record on the firm order record.
Analytics (constituents or elements of another title) have a payment reference to the holdings record for the database, serial or set of which they are a part. The analytic record should cite the the purchase order number or holdings ID of the main work if a purchase order is not available. No see reference is made on the "parent" record as receipts are recorded in the acquisitions module.

The $ (dollar sign) convention is used for analytics whether or not there is an actual purchase order as it represents the source of acquisition whether the item was acquired as a gift or a purchase.

The convention of citing barcodes in MFHD 900 fields was discontinued in fall 2003.

REASON	FIELD	TEXT
PAYMENT REFERENCE CHART
Link analytic to main series, serial or database	MFHD 900	Cite purchase order or MFHD ID of main title $SAS44568 or $H4829685
Link a cataloged copy to a firm order on a different record	MFHD 900	Cite purchase order $MAS43241 $ABL4439 $33290
Link one or more vols. of a multivolume work to a firm order on a different record	MFHD 900	Cite purchase order and volume no. $MAS42212 v.10-12
Link from a firm order to a cataloged record	MFHD 900	Cite holdings ID see H4829685

Return to CPM Table of Contents

Last updated: 01/26/04 kmh